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ECollaboration and Enterprise Content Management – IS 904 Master Course in Information Systems, Tero Päivärinta, prof., PhD, Advisor University of Agder.

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Presentation on theme: "ECollaboration and Enterprise Content Management – IS 904 Master Course in Information Systems, Tero Päivärinta, prof., PhD, Advisor University of Agder."— Presentation transcript:

1 eCollaboration and Enterprise Content Management – IS 904 Master Course in Information Systems, Tero Päivärinta, prof., PhD, Advisor University of Agder

2 Agenda Status of the group works Crowdsourcing – discussion about possibility to crowdsource exam questions Organizational content metadata (incl. taxonomy, folksonomy) and meta- communication (Mid-term evaluation issue) Other misc?

3 Status of the group works Going through the group work ideas –(Tero helps how to present in Live Meeting on-the-fly) Discuss –need for protecting publicity of the group work wiki sites outside the course? Tero will promote all course participants to wiki organizators –What are the risks in this approach etc? –possibility for joint wiki resources concerning group works? –agreeing on the culture for peeking each others works? stealing ideas from each other – is it wrong/right – how to do it? …or even… contributing to each others works?? –Why on earth someone might want to do that?

4 Crowdsourcing …the act of a company or institution taking a function once performed by employees and outsourcing it to an undefined (and generally large) network of people in the form of an open call. –peer production / individual approach –crucial prerequisite: open call format, large network of potential laborers cf. the cases in Brabham & Wikinomics

5 Mini-crowdsourcing the exam question… Discussion – can we crowdsource an exam question? –no inputs yet – why? –what are the good sides of this idea –what are the challenges in the current crowdsourcing format in the wiki –…or is that crowdsourcing in the first place? –Can there be crowdsourcing within the enterprise?

6 …and to the Metadata – taxonomy… etc issues Content (Metadata) InfrastructureAdministration ChangeManagement ObjectivesImpacts EnterpriseModel People / Culture Communication /

7 PROCESSES (TASK) CONTENT & COMMUNICATION ROLES (STRUCTURE) INFORMATION TECHNOLOGY Technological system Socio-organizational system Metadata Metacommunication Metadata PEOPLE Metadata in our framework

8 Metadata data about data –but the idea of data is dummy as such? …should we speak rather of… –metainformation? / metacontent? information about information / content about content –metacommunication? communication about communication –(In many articles the concept of metadata is actually speaking of metainformation)

9 Metadata types & usages Administrative –manage information resources e.g. location, acquisition information, organizational rules and instructions Descriptive –describe / identify information resources e.g. cataloguing, specialized index, abstract Preservation –metadata needed for preservation e.g. archiving time, archiving rules for physical condition Use –indexing for retrieval and use, re-use conditions, copyrights, versioning Technical –authentication, technical presentation, security / access constraints, …

10 Some Metadata attributes Source –internal (from content itself) / external (created later) Creation method –automatic / human created Nature –technical / lay / expert Status –static / dynamic, short-term / long-term Semantics –standardized / uncontrolled Level –individual content objects or information resources / collections Etc. CF. Fortum Organizational metadata definition!!! (Discuss about it).

11 Discussion about metadata Uses for source metadata? Where would be most use for automatically created metadata? Targets for lay vs. expert metadata? Areas for dynamic metadata? – vs. long- term metadata? Where to standardize – where not to?

12 Levels / targets of metadata Metadata = Data about data, i.e., when data is... –Content object –Abstract document i.e. aggregation of content objects for a purpose Plan & attachments, Contract & attachments, A view to a structured content system –Content collection / information resource / Workspace –Genre of content / communication E.g. instructions / templates for doing a project plan, for running a meeting etc. -> meta-communication –Application -> meta-communication Argument: Most (if not all) information systems actually just manage metadata about information resources and objects.

13 Metadata of content objects A content object = a storage unit of content –File, row in a relational database, (other?) In a special case, a content object can be a(n abstract) document –i.e., a meaningful unit of content for use –(cf. Examples further, the Fortum case)

14 Examples of content object metadata (Also: an entity description in a relational database, i.e. a schema for a table, which gives meaning to a database row)

15 Content object metadata (cont:ed) Cf. Päivärinta, Tyrväinen, Ylimäki (2002) –Fortum metadata description -> metadata specification for content objects for document management

16 Abstract documents Documents which have an identity and properties, but may not necessarily have content in itself. Represent structured data or other aggregations of content objects (or both) (cf. Dourish et al.) –Report from database, view combining document objects... Obs! If an instance of abstract document is stored at a moment of time (e.g. for archiving) -> it becomes a content object in itself Examples of metadata –Report description, DTD (document type definition), html code positioning elements of the web site...

17 Metadata about an abstract document

18 Metadata about content collections

19 Metadata about document collections (Enterprise search at Statoil)

20 Metadata about genres -> meta- communication Meta-communication = communication about communication –E.g. introducing, motivating, helping to take into use, guiding, giving access to training – communication tools and content types

21 Metacommunication examples about applications (& genres) Obs! a good deal of meta-communication in electronic meetings happens simultaneously with the actual communication....Or whenever I ask Rannveig, Sally, Ine... to help me with this or that with my everyday struggle with my applications

22 Example of using corporate taxonomies (for enterprise search)

23 Folksonomies (see also: /wiki/Folksonomy) /wiki/Folksonomy (a word cloud about an article Tag cloud: /wiki/Tag_cloud - when dynamically changing along with content -> folksonomy) /wiki/Tag_cloud

24 Another Folksonomy

25 Article, which is to be categorized, folksonomized

26 Example of importance of meta- communication: Wikipedia (e.g. Basic product(s) –Encyclopedia article –Good access / retrieval of those...i.e. just a handful of actual business genres But... Let us see what happens behind the curtains.... –> Lesson: to get a community to communicate, it needs A LOT of meta-communication (which seems to get genrelized as well over time -> genres of organizational meta-communication) Discussion –Who is in charge of metadata / meta-communication in Aker Solutions –Who could own it -> to be able to standardize it? –Or... Should it be tried to be standardized at all in the first place

27 Strategies for organizational metadata (only opinions so far...) Should a corporation have a conscious approach to metadata / -communication? If so, some strategies –Pre-defined and professionally managed (fixed) metadata Discussion: What did you learn from the Dourish (99) – article? –Dynamic, document creation-based metadata –Hybrid Very timely topic, not much research -> Master thesis!?

28 (Just one ) Grid of metadata Professionally maintained User-maintained FixedDynamic Corporate taxonomies (e.g. process charts), Engineering document metadata Document property defi- nitions... Folksonomies, document categorization based on user-given attribute values Meta-metadata (e.g. document property definition where a property can be open for user definition, e.g. document keyword field) User-filled metadata fields in documents, User categorization of documents under a fixed folder structure Automatic... Automated capture of metadata values, Automatic categorization of content based on pre- def categories Automated text index

29 Metadata Strategy... Answers to the question: How should we create & utilize metadata about specific content at organization X? (In the following examples from a target org.) –E.g. Engineering documents –eNet contents –Share Point teamsites – s –Document management systems (eB) –(SAP seems to live in its own world) –...or how should we structure this problem? E.g., are we clear where we use metadata professionals, where we let users to decide, and where we do utilize automatization? Related to: How do we need to utilize metadata in our systems & for information retrieval & reuse? Discussion: Is there a need for coordinated thinking for this issue inside organization X in the first place? –And if yes, how / who should take the lead? –Or does someone own this problem already?

30 Meta-Communication strategy? How should we communicate about best practices to communicate (& use everyday IT) at organization X –I.e. how much do we prefer word of mouth or official high- quality content about how to get & use the communication & productivity tools E.g., A first site of the corporate portal / course portal Teros observation: very often, no-one seems to coordinate this, but luckily many people do this (the latter is (mostly) good) Discussion: Should this be more coordinated – if so, who, and why? -> and How? –Benefits vs… –Challenges for coordinating?

31 Metadata vs. Content mgmt, Metacommunication vs. (e-) Collaboration Is enterprise content management only (or something more than) implementation of metadata management? (Is eCollaboration only (or something more than) management of metacommunication?)

32 Mid-term evaluation of the course Should be done in week 41 …should we do it either –a) anonymously in a wiki, or –b) on-line (while Tero does not hear you), orally, oral results to Tero? (as instructed) Live Meeting / Skype?

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